What are the responsibilities and job description for the Administrative Assistant position at Phaxis?
Pay Rate: $33/hr
Responsibilities:
Deliver high-quality administrative support to two Managing Directors, including but not limited to the following tasks:
- Manage complex calendars, balancing proactive gatekeeping with flexibility as priorities shift.
- Provide phone coverage and message management, exercising sound judgment to balance urgency with overall priorities.
- Coordinate occasional travel, including itinerary planning, meeting-scheduling in partnership with administrative support in other locations, and post-trip expense processing.
- Support local space / seating coordination for teams under the two MDs in accordance with department guidelines.
- Ad-hoc tasks, e.g., preparing materials and/or logistics for team Open Forums / Town Halls, updating department org charts, etc.
- Provide ad-hoc support to several senior Executive Directors, e.g., support with travel and expenses and securing availability for senior or high-attendee meetings.
- Work onsite an average of 4 days per week in Midtown NYC.
- Demonstrated administrative assistant experience supporting multiple senior leaders (Managing Director level preferred); Financial Services experience a plus.
- Advanced Microsoft Outlook skills (calendar, scheduling, meeting coordination); proficient in Word, Excel, and PowerPoint; Copilot experience helpful.
- Strong organization and follow-through; able to manage multiple priorities, anticipate needs, and take initiative within areas of responsibility.
- Excellent written and verbal communication skills with a professional, service-oriented approach.
- Excellent interpersonal skills; able to engage effectively with colleagues and stakeholders at all levels, including senior leadership.
- High degree of discretion and sound judgment when handling sensitive information and time-critical requests.
Salary : $33